Manager- Facility Operations Planning

03-Oct-2024

Manager- Facility Operations Planning

Harvard Medical School

67059BR

Job Summary

Reporting to the Director of Facilities, the Manager- Facility Operations Planning is an essential member of the Facilities maintenance and operations team with primary responsibility for leading the operations for managing assets and planning and scheduling of maintenance activities. Other responsibilities include managing deferred maintenance; analyzing facility condition Index data; reviewing pending renovations and incorporating renovation data into the maintenance program; preparing asset renewal justifications; and optimizing preventive maintenance process leading to Condition/Predictive maintenance strategies. This position will be responsible for assisting in the development, implementation and ongoing maintenance of a consistent asset management plan and will ensure that data is recorded in the CMMS consistently. This position will coordinate with Health and Safety, Environmental and Compliance Management policies to meet federal, state, and university regulations. This position will work closely with capital projects teams to ensure that asset data is collected and entered in the CMMS regarding new construction, renovation, or other projects.

Position Description

Duties:

• Leads the overall administration and operations of the Facilities Work Management Group and its associated processes.
• Use judgment and discretion, under limited direction, in providing the leadership and guidance to the Facilities Work Management Group to ensure a comprehensive and effective maintenance program.
• Provides oversight of the Facilities Work Management Group’s scheduling and planning functions, of moderate complexity, to ensure effective performance and execution of the departmental maintenance program.
• Manages the life cycle and economic value of all HMS facility assets and ensures data validity for thousands of pieces of equipment, properties, systems, and building components retained within the HMS Facilities' Computerized Maintenance Management System (CMMS) and for other historical and test data/information in equipment and/or systems databases as well.
• Performs business analytics, such as business case and return on investment analysis to support recommendations to the facilities leadership team. • Develops long-range and capital planning of building assets.
• Directs, coordinates, and supports the development and implementation of the Facilities Work Management Group operating procedures.
• Develops and maintains workforce measurement reports; provides a scheduled computerized maintenance management system summary of maintenance performance; and identifies those areas where efficiency and effectiveness may be improved.
• Administers the facilities requirements associated with renovations including but not limited to asset management, labelling, CMMS update, warranty management, and maintenance requirements.
• Develops asset renewal justifications for senior management approval.
• Coordinates 3rd party condition assessments.
• Maintains the deferred maintenance database.
• Prioritizes component and system renewals.
• Oversee the development and management of the annual Facilities Work Management Group budget.
• Ensures proper supervision of personnel, which includes work allocation, training, promotion, enforcement of internal procedures and controls, and problem resolution; evaluates performance and makes recommendations for personnel actions; and motivates employees to achieve peak productivity and performance.
• Provides summary analyses, projections, and associated recommendations to senior management.
• Evaluates and proposes changes to work processes and associated systems to improve the efficiency of the department's stewardship of resources and assets.
• Ensures the maintenance, repairs, and renewal process for assets of the facilities and their infrastructure, such as the MEP systems that include, but are not limited to:
  • Air Handling Unit Replacements
  • Boiler, Heat Exchanger, and/or Pump Replacement

Basic Qualifications

Bachelor’s degree in Engineering, Facility Management, Computer Science, Business or similar analytical discipline and 8+ years of relevant experience. 

Additional Qualifications and Skills

• A minimum of three years of responsible leadership experience in management or supervisory positions.
• 7-10 years of related work experience in the field of maintenance preferred
• Knowledge of computerized maintenance management systems (CMMS).
• Knowledge of preventive and predictive maintenance programs.
• Knowledge of planning and scheduling techniques.
• Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
• Skill in organizing resources and establishing priorities.
• Skill in budget preparation and fiscal management.
• Strong attention to detail with excellent time management skills.
• Ability to communicate effectively, both orally and in writing.
• Knowledge of developing, deploying, communicating, and managing asset management processes and data.
• Experience in ensuring an asset register is kept up to date and meets the data standard requirements.
• Program controls/scheduling experience in facilities maintenance in complex urban research environment.

Additional Information

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

Not ready to apply? Join our talent community to keep in touch and learn about future opportunities! (https://www.gem.com ?formID=16341e35-cbc6-4904-88a3-09b35763307e)
 

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

Facilities

Department Office Location

USA - MA - Boston

Job Code

329059 Facilities & Oper Manager

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

059

Department

Campus Planning and Facilities

Union

00 - Non Union, Exempt or Temporary

Time Status

Full-time

Pre-Employment Screening

Criminal, Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values   
https://hms.harvard.edu/about-hms/campus-culture/mission-community-valu…

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.